Quality Control and Monitoring (QC&M)

Quality control and monitoring of the project implementation will oversee all the tasks necessary to ensure that the project is running within the scope, on time, and of expected quality. Internal as well as external quality mechanisms will function. The lead partner for WP.5 is KU Leuven and it will take care of overall implementation and reporting for WP5.

The project coordinator (YSU) along with KU Leuven will carry out biannual monitoring of activities within each WP. They will monitor progress and track milestones of each WP implementation, and regularly communicate to respective WP lead partners (LPs) and task-forces (TFs). The monitoring activities will include site visits, progress review meetings with LPs and respective TFs, study of documents and review of interim, partial or pilot products/outputs. Drawing on the results of monitoring YSU along with KU Leuven will produce a report reflecting on both the progress and accomplishments as well as existing shortcomings and problems followed by specific suggestions/recommendations on how to overcome problems and improve processes. Respective WP LPs will follow up the recommendations and the results will be reported to PSC at its biannual coordination meetings. Furthermore, KU Leuven as a LP for this WP, after each training session, seminar/workshop and study visit will conduct post-event surveys/questionnaires of participants to check the effectiveness of the activity and ensure further improvement of similar ones.

Quality Evaluation Committee (QEC) will be established consisted of representatives of EU partners and headed by chair. QEC will conduct quality review/evaluation of completed WP deliverables. Evaluation will be carried-out by inspecting, testing and reviewing final products and executed activities, carrying out peer-reviews, auditing work records etc. to compare the actual work and output to the original plan. Particularly, the developed training materials and handbooks, conducted training sessions, workshops, seminars and study tours, technology-enhanced training classrooms and e-learning platforms, the VATL portal and its functionality, etc. will be a subject for quality evaluation. For this purpose, the respective WP LPs will conduct self-evaluation activities to reflect on the performance of each WP. Analysis for each activity will feed into the analysis per WP. KU Leuven along with YSU will prepare a set of criteria to be responded by LPs while self-evaluating the performance of their WPs. Drawing on the self-reflections by LPs the QEC will produce a quality report for each WP. For this purpose, the indicators assigned to each WP deliverables in the project LFM as well as specific quality measures/benchmarks developed during the implementation will be applied. The reports will reflect on the quality of respective WP deliverables and highlight any shortcomings together with suggestions on how they should be remedied. They will be disseminated among all partners to ensure their engagement in the improvement processes and will be discussed at the consortium coordination meetings. Respective WP LPs and TFs will follow up the recommendations under the control of YSU and KU Leuven.

After the end of each project year a project quality audit will be carried out by the external expert with the aim to evaluate the progress and interim or final results. He/she will produce 3 annual audit reports highlighting the areas for further improvement and/or inclusion in forthcoming activities. The reports will be presented and discussed at the PSC coordination meetings.

Drawing on all monitoring, quality and audit reports the management team will produce intermediate and final reports to EACEA, which will be circulated among PSC members.